Sending a New Hire from ClearCompany to ADP

The ADP Bi-Directional Connector transfers new hire data collected during the Recruiting/Onboarding activities in ClearCompany to ADP in order to automatically create a new employee record. This transfer process will vary depending on the ADP product your organization has, but is typically conducted in multiple phases. Continue on to learn how new employee records are automatically created in ADP and which actions, if any, you're responsible for completing.

In this article: 
What type of employee record is created in ADP?
Transfer Process Summary
Data Transfer Trigger Types
How to find the employee in ADP
What to do with the new hire in ADP
Supplemental Data Transfer

What type of employee record is created in ADP?

When new hire information is transferred from ClearCompany, the employee record in ADP will either be created as an In Progress hire or a Completed hire, depending on the ADP Product your organization has and the settings configured on your Bi-Directional Connector.

ADP Workforce Now & TotalSource

For ADP Workforce Now and TotalSource clients, new employees are created as In Progress hires by default. In Progress records are not fully processed employees within ADP and require an admin to complete the associated Hire Template in order to complete the hire.

• As a part of the enhanced connector version, your new employees can be created in ADP as a Completed hire record instead. However, our recommendation is to keep the employee record set to create In Progress hires, as it provides your team an opportunity to review the employee's information prior to being fully processed in ADP.

ADP Vantage

For ADP Vantage clients, all new hires will be created as a Completed hire record. Completed Hire records do not require additional action but conducting a review of the created employee profile in ADP is recommended.

• The type of ADP employee record created cannot be customized as ADP Vantage does not support the creation of In Progress records via an integration.

Rehired Employees

For ADP Workforce Now clients utilizing the enhanced version of the Bi-Directional Connector, data obtained for a rehired employee can also automatically be sent from ClearCompany to ADP. In this scenario, the terminated record for the employee will be reactivated within ADP, then updated with any new personal or employment details sent during the data transfer.

Transfer Process Summary

1. Your new hire's personal and role data is collected in ClearCompany through Recruiting activities such as Applications and Requisitions and Onboarding activities such as Onboarding Forms.

2. Your integration's designated Transfer Trigger action occurs.

     The most commonly used trigger is onboarding packet completion. A list of all available options is listed below. Reach out to your ClearCompany Representative to confirm which trigger is configured for your organization.

3. The collected new hire data is sent to ADP, creating an In Progress or Completed hire* record for the employee. *See the Employee Record section below for more details.

 

Data Transfer Trigger Types

1. Onboarding Packet Completion

   • Once a new hire's onboarding packet reaches a 100% completion rate in ClearCompany, a transfer attempt to ADP will automatically occur. This is the recommended and most common trigger type to be set up on the ADP integrations as it ensures the necessary employee data is being collected prior to the transfer attempt.

2. Workflow Change

   • Once a new hire is placed into a designated Hiring Workflow Stage within ClearCompany, a transfer attempt to ADP will automatically occur. When this trigger is selected as the preferred method during initial setup, a stage titled "Hired - Send to ADP" will be added to your account. This trigger type can result in more frequent transfer errors relating to required information not being collected before the transfer attempt occurs.

       If your organization only has the Recruiting platform with ClearCompany, this will be the trigger enabled on your ADP integration.

3. Manual Send

   • Users with the Recruiter permission can manually select to send data to ADP through the Send Data button on the candidate profile in ClearCompany. While your new hire data transfer could be configured with this trigger option, it is not common and the primary use of this trigger is to aid in troubleshooting transfer errors.

     

How to find the employee in ADP

When data is successfully transferred to ADP, the new employee record should be created and available for review within seconds. As mentioned above, the location of the employee within ADP will depend on the type of record that was created as a result of the employee's hiring scenario (New Hire vs Rehire) and the ADP product your organization uses. 

In Progress Hire

Instructions

1. Log into ADP.

2. Navigate to the Process menu and from the HR column, select Hire/Rehire.

   

3. Under New Hire, select Go to Hire to locate a new employee.

   

4. Select the In Progress Hires tab.

   

5. Your new hire should be located near the top of the list for In Progress Hires.

 

Not able to find your new hire?

If you're unable to find your new hire in the In-Progress Hires area, follow the steps in the menu below to ensure the correct Admin Functions setting is enabled.

1. In ADP open the Setup menu and select Access Permissions.

   

2. Click Manage Profiles within the Manage Profile Permissions section. 

   

3. Select Standard Practitioner from the list to access the edit profile page.

   

4. Whether you're looking at the Menu or List view, select the Process tab.

   

5. Navigate to the HR section and locate Hire/Rehire.

6. Expand the Hire/Rehire setting and locate the Admin Functions permission. If disabled, check to enable the permission.

   

Rehired Employees

Instructions

When you rehire an employee, the previously terminated record in ADP will be automatically reactivated and then updated with new personal and role data that was sent from ClearCompany. You can find the employee in ADP by conducting a direct Search or viewing your list of Employment Profiles.

Completed Hires

Instructions

1. Log into ADP.

2. Navigate to the Process menu and from the HR column, select Hire/Rehire.

   

3. Under New Hire, select Go to Hire to locate a new employee.

   

4. Select the Hire History tab.

   

5. Your new hire should be located near the top of the list with a Completed Status.

What to do with the new hire in ADP

Rehired Employees and Completed Hires

• Review the employee record within ADP to confirm the details of employment. Move forward with the next steps of getting the employee ready for their first day, based on your organization's HR processes.

In Progress Records

  At this stage, an admin at your organization must take action to complete the Hire template for In Progress employees. Follow the steps below to learn how.

1. Log into ADP.

2. Navigate to the Process menu and from the HR column, select Hire/Rehire.

   

3. Under New Hire, select Go to Hire to locate a new employee.

   

4. Select the In Progress Hires tab.

   

5. Click on the name of the new hire to be processed.

6. Complete each stage of the hiring template, reviewing the information sent from ClearCompany and filling out any additional required fields. 

   

7. Once the hiring template has been completed and reviewed, click Done to process the employee in ADP.

   

8. Now that the employee has been processed in ADP, ClearCompany will automatically send supplemental data to ADP. See the section below for more details.

Supplemental Data Transfer

Certain employee information, such as Direct Deposit, Emergency Contact, and Tax information,* can only be sent once the employee record in ADP is processed as an Active Employee.

 *The enhanced connector, available to ADP Workforce Now clients, sends Tax information during the initial new hire transfer phase and therefore does not require a supplemental transfer.

As part of the automated new hire transfer, these data points will be automatically triggered and sent from ClearCompany within the hour that the new hire is processed in ADP. Attempting to send this data prior to processing the new hire in ADP will result in a transfer error of "ADP API Call Failed." Follow the steps listed here to learn how to process your In Progress employees in ADP.

To review a full list of the supplemental data fields sent after the initial new hire transfer, review this article.